OUT OF OFFICE

When you know you will be out of the office for a period of time, you may want to send automatic e-mail replies to incoming e-mail messages, record an out of office greeting for telephone calls, and forward incoming e-mails and voice mails to a colleague. You can limit the amount of information you reveal in Out of Office e-mails, especially to people outside the Marquette community and you can choose to respond to only your contacts as it is advisable not to respond to spam.

IT Services recommends that you shut down your computer if you will be out of office for an extended period of time.

Set up E-mail to send an Out of Office reply to incoming messages

Save a message to automatically be sent to just people with Marquette e-mail addresses, or choose to also send to people with non Marquette e-mail addresses.

Set the start and end date for sending the Out of Office message, so that your computer will automatically stop sending the automatic replies when you return to the office.

Send Out of Office messages with Outlook

Using Outlook 2013

Check Only send during this time range if you want it to automatically stop sending these messages on a date you enter as the End time.

The message you type in the window will be sent in response to e-mails from inside Marquette University.

Click OK and Out of Office auto-replies will be sent on the dates specified.

Click the Outside My Organization tab, and make your selections for responses to e-mails from non Marquette senders. If you do not click on this tab, the default setting for out of office replies outside Marquette will be off.

If you choose to send replies to e-mails from non Marquette e-mail addresses, you can select to reply to My Contacts Only and this will help avoid responding to spam.

To forward e-mail messages with Outlook, click Rules (bottom left).
Click Add Rule.
Specify who the message should be From… who it should be Sent to… (for example yourself so that this will exclude messages that are forwarded to you).
Enter the name of the person you want the voice mail forwarded to or search for it in the global address list in the To… field.
Click OK.

Send Out of Office messages with Outlook Web App

Check Send automatic replies and Send replies only during this time period, and enter the appropriate dates.

Enter the message you want in the replies.

Scroll down and make your selection for Out of Office replies for senders outside Marquette.
If you want to send a response only to people on your Contacts list, check Send replies only to senders in my Contacts list. Otherwise, check Send replies to all external senders. Enter a message for people outside Marquette.

Click Save and the message you have entered will be sent in response to e-mails received on the dates you have chosen.

To forward e-mails to a different e-mail address while you are out of the office, click Inbox Rules > New > Create a new rule for arriving messages

When the New Inbox Rule window opens, make your selection and save the change.

Say Personal Options (or press 6). Then press 1 to Turn On/Off Telephone Out of Office Status. To customize your Out of Office greeting, see below.

Use the telephone to record a personal Out of Office greeting

While in voicemail on the telephone, say Personal Options (or press 6). Once you are in Personal Options, you need to use the telephone keypad. Press 2 to record your Greetings. To record your greeting while you are away, press 2. Record your Out of Office greeting.

Use Lync to change your personal greeting

Open Lync. Click the Phone icon.

Click the gear icon to reveal a drop-down menu.

Click Change Greetings.

Your phone will ring and you will be prompted to record a personal greeting or a personal out of office greeting. If you prefer, you can use the prerecorded messages.